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Form of workCollege Station Independent School District Job DescriptionJob Title:Administrative Associate, FacilitiesReports to:Executive Director of FacilitiesWage Status:Non-ExemptDepartment/Campus:Facilities Pay Grade:7 - ParaprofessionalWork Days:240 Revised:12/2023 Primary Purpose:Assist with daily operation of construction services and provide clerical services to Executive Director of Facilities and Construction Coordinator. Education/Certification: High school diploma or GED Special Knowledge/Skills:Proficient typing, keyboarding, and file maintenance skillsKnowledge of basic accounting principlesKnowledge of correct English usage, grammar, spelling and punctuationAbility to use personal computer and software to develop spreadsheets, databases, and word processingExperience: Three years of secretarial experience, preferably in public education environment Major Responsibilities and Duties:Prepare correspondence, memorandums, forms, requisitions and reports for Construction & Executive Director's OfficeProcess Construction Bond purchase orders for construction projects.Process Deferred Maintenance purchase orders that use Bond money.Compile pertinent data to prepare various required state and local reports (Energy Mgmt).Maintain physical and computerized departmental files.Answer incoming Construction calls and act as backup for answering incoming Maintenance calls, take messages and route them to appropriate questions and requests that fall within level of responsibility.Perform routine bookkeeping tasks, including simple arithmetic operations to maintain department budget records.Assist with preparation of purchase orders and payment authorizations for Construction.Enter leave requests for Construction employees and Executive Director.Order office supplies for Construction department.Welcome all visitors and handle their requests or refer them to appropriate personnel.Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.Maintain a schedule of appointments and make arrangements for conferences and interviews.Perform other duties as assigned by the Executive Director or Construction Coordinator that are consistent with the general requirements and qualifications for the position.Supervisory Responsibilities:None Equipment used:Personal or laptop computer, printer, copier, fax machine, shredder, calculator, telephone, electronic mobile devices, projector, and display monitor Working Conditions: Physical Demands /Mental Demands/ Environmental Factors:The working conditions described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
Regularly sit, talk or hear; frequently required to use hands to finger, handle, or feel; frequent repetitive hand motions; prolonged use of computer; occasionally lift and/or move up to 50 pounds; occasionally required to stand, walk reach with hands and arms; vision abilities include close vision; and color vision, regularly work with frequent interruptions, maintain emotional control under stress; the noise level is usually moderate. The employee may spend long hours in intense concentration which requires attention to detail and high levels of accuracy. There are a number of deadlines associated with this position, which may cause significant stress.
The employee must also deal with a wide variety of people on various issues. Predictable and regular attendance expected.
